How to Map Employees to a Legal Entity (Manual or Bulk Update)

Purpose

This article explains how to map employees to specific legal entities in HRStop.
Mapping employees to their respective entities ensures accurate payroll, compliance, and reporting at the entity level.

Pre-requisites

Your organization must have at least two legal entities created in the system.
- If there is only one entity, it is treated as the default entity, and all employees are automatically considered under it.
You must have administrator access to the Employees module.

Option 1: Map Employees Manually

Navigate to Control Panel → Employees → View/Add.
Locate the employee you want to map.
Click the Edit icon next to the employee’s name. This will open the employee’s profile form on a new page.
Scroll down to the Official Details section of the employee form.
The Entity field will automatically start appearing here once multiple entities are created in the system.
From the dropdown, select the appropriate Entity for the employee.
Click Update to save the changes.

The employee will now be mapped to the selected legal entity.

Option 2: Map Employees in Bulk

Navigate to Control Panel → Employees → View/Add.
On the top-right corner above the employee list, click the dropdown arrow next to the Add button.
Select Bulk Update.
On the Bulk Update page, click Download Sample CSV.
- The sample file includes columns such as Employee Code, Email ID, and Entity.
Enter or update the entity names for each employee in the Entity column.
Remove any unnecessary columns from the sheet to avoid unintended data changes.
- Employee Code and Email ID are mandatory and must remain in the file.
Upload the updated file back into the system.
Review the data during the upload process:
- Map the fields → Preview data → Confirm and upload.

Once uploaded, the system updates employee records with the new entity mappings.

Pro Tip

Employee Code and Email ID are unique identifiers — make sure they’re correct to prevent mismatched data.
The bulk upload process only updates existing records; it does not delete any employee information.